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Keeping and disposing of body corporate records

A body corporate must keep certain records. There are rules about how these records must be kept and when they can be disposed of.

Keeping records

This information is for schemes registered under the:

  • Standard Module
  • Accommodation Module
  • Commercial Module
  • Small Schemes Module.

See Specified Two-lot Schemes Module.

A body corporate must keep:

  • accounting and financial records, including accounts, bank statements and invoices
  • orders and notices from a court, tribunal, council or other authority
  • body corporate insurance policies 
  • correspondence to and from the body corporate
  • general and committee meeting minutes and meeting material
  • notices and responses for motions passed outside a committee meeting
  • contracts with a body corporate manager or service contractor, and letting agent authorisations
  • any authority for a service contractor or letting agent to occupy common property
  • agreements made under an exclusive use by-law
  • reports given by a body corporate manager acting for the committee.

The body corporate must also keep rolls and registers . These are:

  • a roll with the name, address and other details of each lot and lot owner
  •  registers of things like assets, exclusive use allocations, and issues reserved to be decided at a general meeting.

A body corporate can choose to keep any other records.

Disposing of records

Some records can be disposed of after 6 years (unless they are still current). They are:

  • statements of account
  • meeting notices and papers
  • records about major repairs and installations to common property
  • orders and notices from a court, tribunal, council or other authority
  • contracts which the body corporate is a party to
  • reports given by a body corporate manager acting for the committee.

Some records can be disposed of after 2 years (unless they are still current). They are:

  • committee and general meeting material
  • correspondence that is not important or no longer of interest
  • financial statements, including bank statements and invoices. The Australian Tax Office  may require that some records are kept for longer.

Records in a Specified Two-lot Schemes Module

A body corporate in a Specified Two-lot Schemes Module must keep:

  • all lot owner agreements
  • written requests to enter into a lot owner agreement
  • orders and notices from a court, tribunal, council or other authority
  • insurance policies, and other records about insurance
  • correspondence to and from the body corporate
  • contracts with a body corporate manager or service contractor
  • agreements made under an exclusive use by-law
  • documents about owner representation
  • bank statements and accounting records
  • contribution notices
  • documents about work done for the body corporate
  • a person’s resignation as a record keeper.

Some records can be disposed of after 6 years (unless they are still current). They are:

  • accounts
  • documents about work done  for the body corporate
  • orders and notices from a court, tribunal, council or other authority
  • written agreements which the body corporate is a party to.

These records can be disposed of after 2 years (unless they are still current):

  • correspondence that is not importance or no longer of interest
  • financial statements, including bank statements and invoices
  • documents about owner representation (i.e. power of attorney).

The Australian Tax Office may require that some records are kept for longer.

Further questions?

If you have further body corporate questions you can submit an enquiry or phone the information service on 1800 060 119 (freecall).

We cannot give legal advice or rulings—we can only give you general information on body corporate legislation.

Last updated
7 February 2018
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